May 2024 Minutes Annual Parish Council Meeting
Minutes of the annual meeting of Deeping St Nicholas Parish Council held on Tuesday the 28th of May at 7pm in the Primary School on Main Road, Deeping St Nicholas.
Present:
L. McGuinness, O. McGuinness, A. Croyle , D. Croyle, R. Jarvis, N. Watts, P. Barrett
Clerk: A. Harrison
County Cllrs: N. Pepper
District Cllrs: B. Alcock
1. Election of a Chairman and signing of the Acceptance of Office
The outgoing Chair welcomed everyone to the meeting and asked all members to introduce themselves.
David, William, David and Sue a vote of thanks to DSN PC and the Community.
Proud of all achievements and thanks for all their efforts and support.
Gardening club and redevelopment of all the play areas.
Thanks to Rob Jarvis for all his efforts.
Tongue End project.
Thanks to all District Cllrs for their support and donations.
Thanks to PB
Thanks to Clerk.
Applause and thanks to Louise.
LM asked for nominations for Chairman of the Parish Council for the ensuing year.
LM Nominated Deborah Croyle
PB Seconded the nomination
A vote was taken by show of hands, which was unanimous.
It was resolved that Deborah Croyle be elected as Chairman for the ensuing year.
The Declaration of Acceptance of Office was signed and witnessed by the Clerk.
a. Chairman’s Announcements
The Chairman thanked everyone and especially Louise for all their hard work. for their support.
2. To resolve the co-option of 3 candidates into the vacant seats, following the recommendation of the HR Committee and signing of the Declarations of Acceptance of office.
DC proposed that James Mitchell, Sharon Hall and Suzanne Chappell be co-opted into the Parish Council’s vacant seats.
Proposed by AC
Seconded by LM
A vote was taken by show of hands which was unanimous.
It was therefore resolved to co-opt James Mitchell, Sharon Hall and Suzanne Chappell into the vacant seats.
Declarations of Acceptance of Office were signed and witnessed by the Clerk.
3. Election of a Vice Chairman and signing of the Acceptance of Office
The Chair asked for nominations for the position of Vice Chair of the Parish Council.
Nominated Robert Jarvis
Seconded by NW
LM nominated Paul Barrett
Seconded by SC
A vote was taken via secret ballot and the Clerk counted the votes.
By a majority vote, it was resolved that Paul Barrett be elected as Vice Chairman for the ensuing year.
The Declaration of Acceptance of Office was signed and witnessed by the Clerk.
a. Vice Chairman’s Announcements
The Vice Chairman thanked everyone for their support and stated that he was looking forward to working with the 3 new members.
15-minute Public Forum
A lady asked about the condemned village hall, (Jubilee Hall), and the car park next to it.
PB replied to say that the Jubilee Hall and the land is all in private ownership.
A letter was received by a resident of Tongue End
4. To receive and approve reasons for absence.
All members were present at the meeting.
Apologies had been received from District Cllr Jim Astill.
5. To resolve membership of the following Committees: -
DC suggested that either this item be moved into closed session
a. Finance Committee
Chair:
b. HR Committee
Chair:
c. Planning Committee
Chair:
d. Playing Fields & Bus Shelters Committee
Chair:
e. Community Committee
Chair:
6. To receive Declarations of Interest, in accordance with the Localism Act 2011 being any pecuniary or non-pecuniary interest in agenda items not previously recorded on Member’s Register of Interests.
There were none.
7. To approve the Minutes of the Parish Council meeting held in March.
LM proposed
NW seconded
The minutes were approved and the Chairman signed them as a true record.
8. Matters arising from the Minutes, (not included on this Agenda).
There were none.
9. To receive the Clerk’s report.
The Clerk gave an update on the Lloyds Bank accounts and confirmed that the business name had been amended.
AC proposed that the WF funds are transferred to the new accounts once
JM seconded
It was resolved
10. To review and resolve to adopt any changes to existing Council Policies.
AC introduced his report which had been circulated prior to the meeting.
Maternity and Paternity Leave and Pay Policies have been updated.
Financial Regulations and Grants policy have both been updated. (See AC’s report)
Sent to the HR and Finance Committee’s for their approval.
AC moved that they were adopted on block
NW seconded
It was resolved to approve the changes as outlined.
11. Highways Matters and Community Speed Watch.
a. To review the 40mph speed limit for Hop Pole.
The Chairman invited Cllr Pepper to speak on this item.
Cllr Pepper stated that after all the speed surveys and meetings, he has received a letter stating that it does fall within the requirements.
Cllr Pepper’s response will be to go ahead with it.
b. To resolve the 30mph limit conundrum by the Primary School.
Existing 30mph rural demonstration project cannot be retained in their current situation, as you cannot have repeater signs in a 30mph zone.
LM requested that Cllr Pepper push for 30mph road markings.
It was resolved to suggest that the flashing 30 signs be replaced with flashing school signs.
Community Speed Watch
Been out on 4 occasions this month
Trying to change how we operate so that we don’t go out at the same times/days.
5 speeding vehicles in total.
Email from RSP 2023 no secondary or third letters go out to offenders.
When 40mph is extended to Hop Pole, we will roll out the scheme to that area.
12. Finance Committee Matters: -
a. To receive Finance Reports from the RFO
The reports were received and the Chairman signed the Bank Reconciliation and the Clerk’s Expenses form.
b. To approve Invoices for Payment (separate sheet)
The Clerk requested that an additional invoice be added to the list, for the printing of the latest edition of the Village News, as this had arrived over the weekend but was due for payment before the next meeting.
Proposed DC
Seconded AC
It was resolved to approve the list of payments as detailed below.
13. To resolve the renewal of the Council’s insurance.
The Clerk had requested quotes from 3 companies.
The current provider has not sent a renewal quote.
PB Poposed
OM Seconded
It was resolved to accept the quote from Clear Councils (originally BHIB who were the preferred insurers for Parish Councils), at a reduced annual premium of £995.39 on a 3-year term.
14. Annual Governance and Accountability Return (AGAR)
a. To formerly approve Section 1 - Annual Governance Statement of the Annual Governance and Accountability Return 2023/24
LM
AC
The Clerk read out the statements on Section 1 of the AGAR and it was approved that the Chair and the Clerk sign them as true.
b. To formerly approve Section 2 – Accounting Statements of the Annual Governance and Accountability Return 2023/24
Proposed AC
Seconded JM
The Accounting Statements had been signed by the Clerk/RFO prior to the meeting, and it was resolved to approve them and for the Chairman to sign them as true.
15. Planning Matters.
A report had been circulated prior to the meeting.
No new applications.
16. Litter.
NW asked about the litter pickers that were to come from NSC
There has been no response at all from NSC but may need to be discussed in Closed session on another occasion.
PB stated that he was happy to clean out the bus shelters throughout the village.
SC mentioned a gentleman who walks from Hop Pole twice a day with his dog and takes a litter picker with him.
DC suggested that if we could have his details, the PC could send him a letter of thanks.
LCC cleaning of drains under the pavement – muck left on the side that will end up back in the drains.
Agenda item for bus shelter cleaning.
NW suggested that it was probably the farmers that put the mud on the roads.
LM suggested a generic letter be sent to all local farmers thanking them for cleaning up after them.
PB suggested that a reminder also goes into the Village News.
ACTION
17. To receive an update from the Playing Fields and Bus Shelters Committee.
RJ gave an update on the funding, the application form has been completed and signed off by himself and the Clerk today.
Littleworth bus shelter was dismantled and removed with thanks to JM.
New bus shelter is proposed for the lay-by, in the plans for Littleworth park.
Quotes for St Nicholas Park
18. To receive reports and updates from members on Community groups and to resolve any requests.
RJ as chair of the GNS following a recent meeting, will pay the £750 for the new defibrillator for New Road, as the PC had not budgeted for the defibrillator.
Using the £750 donated to the GNS by the 3 District Cllrs.
Cheese and wine evening.
Chatter benches – one on New Road and one outside the shop.
Face painting, glitter tattoos, tombola , raffle and coconut shy to raise funds.
Nothing to report on NW
Gardening Club
Expecting 700 plants
Weds 3rd July in Bloom coming to judge.
East Midlands in Bloom meeting on Weds 5th June at 7pm via Zoom.
Village Fete
A lot of work has been put in to make
10-14 craft stalls
BBQ
Bar
Band
Ice-cream van
Police – marked car
Demonstration of martial arts
Look forward to seeing everyone there.
Thanks in advance to the PC for underwriting the expenses.
Village Hall
Heads of Terms with RTW (trading as Emerald Homes) of Pinchbeck.
Met with Emerald Homes approx 120 dwellings plus a village hall.
Looking forward to viewing their revised plans for the VH and will provide an update as an when information is available.
Could be some years before we see anything.
Outline planning permission expires end of December, so pushing to get reserved matters in before then.
VH to be built
FOLS
Gained charitable status
Memo of understanding for lease of buildings
Grass roots application - Need bank account numbers before we can send it off.
19. Agenda items for the next meeting.
PM – parking at the top of Harrow Road green
AC – Fete
PB – CSW & signage at Campains Lane
Closed session
Item 5. To resolve membership of the following committees: -
DC suggested that we add an additional committee to encompass Bus Shelters and Highways to encompass pavements/roadsides.
All members remain on their existing committees.
ACTION:§
Agenda item for July meeting.
Finance
HR
Planning
Playing Fields & Bus Shelters
Community